Why Real-Time Notifications in Plex ERP Revolutionize the Receiving Area

 


In the high-pressure environment of manufacturing and business operations, effective management of the receiving area is critical. Companies often grapple with misplaced or untracked purchases—especially for items without unique serials—leading to delays, operational inefficiencies, and frustrated employees. Plex ERP addresses these challenges head-on with its robust notification functionality for purchase orders (POs). This feature ensures that stakeholders are notified in real-time when a PO is received, minimizing common issues in the receiving area and improving overall efficiency.

The Struggle of Missing Purchases in the Receiving Area

For companies that manage high volumes of materials, it’s not uncommon for items to go missing during the receiving process. Here are some scenarios where businesses face challenges due to insufficient tracking:

  1. Unlabeled Non-Serialized Items: A large electronics manufacturer faced repeated issues when receiving items without unique serials. For example, bulk shipments of identical components—such as resistors or screws—were incorrectly logged into inventory, leading to mismatched POs and delays in production schedules. Without a robust notification system, items were overlooked or misplaced due to unclear tracking processes.

  2. Miscommunication Across Departments: A furniture company struggled when their receiving area processed POs without informing accounts payable. This delay resulted in late invoice approvals, strained supplier relationships, and financial penalties. Missing communication links were the root cause, compounded by manual tracking systems.

  3. Lost Inventory in High-Traffic Warehouses: An e-commerce business found that shipments often went missing in their busy warehouse. Packages were left unmarked, and employees spent hours searching for misplaced items, causing inefficiencies and customer delays. The absence of real-time updates compounded the problem.

How Plex ERP Solves These Problems

The notification functionality within Plex ERP eliminates guesswork and brings clarity to the receiving area:

  • Improved Communication: Stakeholders are instantly alerted when a PO is received, reducing bottlenecks and ensuring timely processing of goods.

  • Enhanced Accuracy: The system verifies that received goods match the PO, even when serial numbers are not present, minimizing discrepancies.

  • Streamlined Workflow: Notifications prompt immediate coordination between receiving, inventory, and accounts payable teams, keeping everyone aligned.

  • Reduced Errors: With automated alerts, the risk of misplaced or unprocessed orders is significantly lowered.

Configuring Email Notifications for PO Receipts

To configure email notifications for PO receipts, follow these steps:

Access the Settings Manager (UX) Screen:
Navigate to the Settings Manager within your Plex ERP interface.
Apply a Filter for 'Route to Employee':
Use the filter option to search for the setting named 'Route to Employee'. This will display all related configurations.

Enable and Configure Necessary Settings:

Ensure that the following settings are enabled and properly configured:

Route To Employee: This setting must be activated to allow notifications to be sent.
Route To Employee Field: This determines the specific employee who will receive the notification.
Route To Employee Email: Ensure that the correct email address is associated with the employee field.

Configure PO Header and Line Item in the Purchase Order screen:
The PO configuration will act as the 'Route To' for the PO Header.
The 'Route To' field for the PO Line Item will pertain to the specific Line Item.


Conclusion

The receiving area often serves as the foundation of efficient supply chain operations. Yet, challenges like missing purchases and miscommunication can derail productivity. Plex ERP’s PO notification functionality provides the solution by enabling real-time updates, streamlining workflows, and minimizing errors. For companies looking to enhance their receiving processes and ensure operational efficiency, adopting a system like Plex ERP is no longer a luxury—it’s a necessity.



Popular posts from this blog

From Dormant to Dangerous: Understanding the security risk of dormant user accounts

Image
  In today's digital era, the security of cloud SaaS systems is paramount. An often-neglected aspect of cybersecurity is the management of dormant user accounts, which can unintentionally become gateways for cybercriminals, leading to significant data breaches. The process of regularly auditing and deactivating these inactive accounts is vital to safeguard the integrity and security of an enterprise. By ensuring that only active, necessary users have access to your resources, you minimize the risk of unauthorized access and strengthen your defense mechanisms. This guide delves into the necessity of tackling this issue head-on and outlines effective strategies for managing dormant accounts to secure your valuable data assets. Risks Associated with Dormant User Accounts Dormant user accounts are ticking time bombs in the realm of cybersecurity. These accounts, often forgotten or overlooked after an employee's departure or during system migrations, present a significant security r...
Read more

Automate the schedule of AR invoices and statements using the Plex ERP Document Delivery module.

Image
Manual invoicing and emailing of customer statements can be a time-consuming and resource-intensive process. According to a study by Skynova, most businesses handle up to 500 invoices each month and spend at least five days processing invoices .  The same study also found that 57% of invoice data is entered manually and 49% of businesses require two to three people to approve an invoice. These manual processes can lead to delays in payment and inefficiencies in the accounting process. Invoicing automation can help reduce the time and resources spent on manual invoicing. According to Skynova,Only about half of invoices (52%) are received electronically. The rest are paper invoices that need to be physically sorted, entered, and filed, adding additional steps to the invoice process. The following module in Plex manufacturing allows automatically delivery AR invoices and customer statements via email which can lead to improvement and reduce of the waste of resources associated by manu...
Read more

How Plex ERP workflows streamline your operations.

Image
A business workflow is a series of tasks that need to be completed in a specific sequence to achieve a particular goal . Workflows are useful for ensuring that important processes are done the right way every time.  Workflows can help you see places in your operation that can be automated, eliminate redundant processes and activities, reduce operational expenses, quickly respond to issues or problems, and automate processes. For example, you may want to define a process workflow for onboarding new employees to ensure that all new employees get the information, policies, and resources they need to do their jobs. There are two different workflow types that you can implement in Plex: Standalone Workflow A workflow that is initiated by the Request Management System and is used to automate an unique business process. Integrated Workflow Integrated workflows are available for the following modules and applications as of 10/2023 2-Tier Orders 3-Tier Customer Orders​ Accounting Jobs​ AP In...
Read more